THE ADMINISTRATOR ADDRESSED:
Required RF Tracker Data Collection for Local Education Agencies with
Residential Care and Treatment Facilities within Their Geographic Boundaries
The purpose of this letter is to notify local
education agencies (LEAs) of timelines related to the required 2014-2015 collection
of data for students with disabilities who reside in residential care and
treatment facilities (RFs) within the geographic boundaries or jurisdiction of
an LEA. LEAs have the ongoing obligation to enter data into the RF Tracker data collection system, which
is now open for 2014-2015 data entry. This
system is necessary because the data it collects are not currently available
from the Public Education Information Management System (PEIMS) and it ensures
LEAs are evaluated fairly based on real-time data regarding the highly mobile
students they serve in RFs.
The required data
collection includes facility and student information related to the provision
of special education and related services to students with disabilities who
reside in RFs within an LEA’s boundaries or jurisdiction. Each district
or charter with an RF within its boundaries or jurisdiction in which students
with disabilities reside, must
complete the data collection. Other LEAs are not required
to complete the data collection. The data collected through the RF Tracker are used by the
TEA in making certain determinations related to the staging and selection of
LEAs for intervention activities under the RF monitoring system.
For the purpose of
reporting and monitoring under RF Monitoring System, an RF provides
24-hour custody or care of a student 22 years of age or younger if the student
resides in the facility for detention, treatment, foster, or any non-educational
purpose. This does not include
traditional foster homes licensed by the Department of Family and Protective
Services as Foster Family Homes (independent).
Therefore, for the purpose of RF monitoring, an RF student is a student
with disabilities who lives in an RF.
LEAs that are
required to complete the data collection can request access to the RF Tracker application through
the Texas Education Agency Secure Environment (TEASE) by completing an on-line request form which contains instructions for establishing access. LEA users who work
within a shared services arrangement (SSA) and need access to the application
on behalf of more than one LEA must submit a paper application in addition to
completing the on-line request form. The SSA application can downloaded from
the TEA website link referenced above. Once access has been established, the RF Tracker application can
be accessed at the following link: https://seguin.tea.state.tx.us/apps/logon.asp.
For LEAs that are
reporting data into the RF
Tracker for the first time during the
2014-2015 school year, guidance regarding completion of RF Tracker data can be
found in two documents, the RF
Tracker Guidance Document and a Helpful
Hints document, located on the Special Education RF
Intervention Guidance and Resources webpage. These documents provide information on data
documentation, data definitions, and use of the RF Tracker data collection system.
LEAs that entered
data into the RF Tracker
data collection system during the 2013-2014 program year will see that data
rolled forward into the 2014-2015 application. The purpose of this
rollover is to decrease data entry obligations for LEAs. However, it is important that LEAs
review all of the data that has been rolled forward into the 2014-2015 program
year and revise it as necessary to reflect accurate current information.
For LEAs with
residential care and treatment facilities within their boundaries or
a due date of November
14, 2014, has been established for updating RF
Tracker data to reflect the current status of each RF student and
residential facility. After November 14,
2014, the RF Tracker
system will remain open for data entry, and LEAs will be responsible for
maintaining current and accurate records in the system.
correspondence related to the end-of-year due date for the completion of 2014-2015
RF Tracker data
will be disseminated to LEAs in the spring of 2015. If you need
assistance completing the RF
Tracker data collection, you may contact your ESC monitoring or
special education contact at the phone numbers available from the TEA website
As part of the Texas Education Agency’s (TEA)
efforts to implement the provisions of Senate Bill 1, General Appropriations
Act, Rider 70, in 2015 TEA is proposing to convene a series of meetings on the
RF monitoring system. These meetings will include consideration of any
recommendations for improving the RF Tracker data collection and/or
viable data collection alternatives that can ensure TEA continues to meet its
ongoing obligation to implement a monitoring system that addresses the unique
circumstances of students with disabilities residing in RFs and ensure that all
students with disabilities, including those who reside in RFs, are provided a
free appropriate public education.
We appreciate your
ongoing assistance with the RF
Tracker data collection process. If you have questions
regarding the content of this letter, please contact the Division of Program
Monitoring and Interventions at (512) 463-5226 or by email at firstname.lastname@example.org.
Michael Greenwalt, Ed.D.
Program Monitoring and Interventions
cc: ESC Executive Directors
ESC Special Education and RF Monitoring